Summary

Navigate360 for Student Success has added a new feature that allows staff to create Events.  Events allow users to invite students to those Events, collect RSVPs from students, and track student attendance. Events are best used by staff members seeking to encourage students to attend an upcoming event.  Student engagement via events will be available via a new Events Report; see the Reporting & Analytics release notes for more information.

How-To

Events are managed from the Campaigns & Events page, beneath the Student Campaigns section.

Instructions

Step 1 - Select the Add New button to start creating an event.

• Events can also be created by selecting Add > Create Event on the Calendar page.

Step 2 - On the first page, define the Event by entering a Title, a maximum number of attendees, and indicating whether students who are not invited to the event may RSVP via an event registration URL

Unselecting the Make Invitation Required? field is useful for events where all students are welcome to attend (until the maximum number of attendees is reached).  Selecting this field is most useful when an Event is only open to a specific group of students and students not selected should not be allowed to see event details or provide an RSVP to the event.

When you name your campaign, please follow this Naming Convention:

• College/Unit_Semester_Reason_Author so that we can make sense of how people are using campaigns.
• Examples:
  • UAC_SP24_Registration Advising_Talbot
  • CHHS_SP23_Nursing Advising_Phelps
  • HONORS_FA23_Advising_Gaudet
  • COLA/Homeland Security_SU23_Major Change_Hatc

Step 3 - On the second page of defining an event, you create an external title, the date, time, and time zone of the event, a location, a description of the event, and a registration window.  The 'registration window' is the window of time where students will be able to RSVP for the event.  If recipients are selected, the Event Invitation will be sent on the Registration Start Date.  Messages can be sent at any time during the registration window.

Step 4 - On the third page, you may select recipients of the Event invitation or you may continue to the next step without selecting any recipients.  If you prefer to invite students via a registration URL that may be posted on flyers, included in email signatures, or otherwise shared in ways that do not include email and/or text message invitations, then you may want to skip this step.

Step 5 - If the option to Make Invitation Required was selected on the first page, then this step is critical.  Only students selected as recipients in this step will be allowed to RSVP to the event.  After an event is published, recipients cannot be removed.

Step 6 - If recipients are selected, you must click "Add Selected Recipients" before continuing to the next step.

Step 7 - On step 5, there are three types of messages for an Event:

• Invitation and Reminders to RSVP
• RSVP Confirmation
• Reminder for Event. 

Step 8 - Even if no recipients are initially selected, the Invitation and Reminders to RSVP and RSVP Confirmation messages are required. Begin creating these messages by selecting the "Add Invitation" and "Add Confirmation" buttons, respectively.  Each message can be either an email or text message, but not both.

Step 9 - The final step, Verify and Start, allows users to review their Event configurations.  

Step 10 - Once the Event is published, each Event has its own page with detailed information including the click-to-open rate and metrics about how many students received, responded to, and attended the event.  The Event Registration URL can also be shared with students in contexts outside of Navigate360 to encourage them to RSVP and attend the event.

Step 11 - Attendance at an Event can be tracked by selecting the students who attended from the RSVP Received or RSVP Pending tables and using the actions menu to mark the students as attended or unattended for the Event.

Step 12 - Whether students receive the Event invitation via an email or text message via Navigate360 or accessing the Registration Page via a URL provided elsewhere, they will RSVP via an Event Invitation Form.

Events on the Student Profile

Events appear on the student's calendar page once they have provided an RSVP indicating their attendance at the event.  Students may click on this event or revisit the Registration Page URL to update their RSVP.

Outcome

You should now be able to create, send and track events for students.

Need additional help?

Please fill out the EAB (Navigate) web form with as much information as possible, or contact the Technology Help Desk on your local campus.

For additional Training please visit the TLT Docs & Training site.